E-Resources Cataloging Instructions for Licensed Resources

Workflow

Licensed internet resources are purchased by the e-resources team in the Acquisitions Unit.

The Acquisitions Unit exports a bibliographic record from Connexion to Aleph and adds an item and holdings record or records are loaded in batch from the vendor.

Acquisitions prints out the bib record and passes it to a cataloger for review

Cataloging

First, decide whether the resource is a monograph/book, a continuing resource, or a computer file.

Monograph: A nonserial item (i.e., an item either complete in one part or complete, or intended to be completed, in a finite number of separate parts). (AACR2)

Continuing resource: A bibliographic resource that is issued over time with no predetermined conclusion. Continuing resources include serials and ongoing integrating resources. (AACR2)

Computer file: Items included in the following classes of electronic resources: computer software (including programs, games and fonts), numeric data, computer-oriented multimedia, online systems or services. Computer file is not used very often.

If the resource is a continuing resource, decide whether it is a serial or an integrating resource.

Integrating resource: a bibliographic resource that is added to or changed by means of updates that do not remain discrete and are integrated into the whole. Integrating resource can be finite or continuing. Examples of integrating resources include updating loose-leafs and updating Web sites.

Serial: A continuing resource issued in a succession of discrete parts, usually bearing numbering, that has no predetermined conclusion. Examples include journals, magazines, electronic journals, continuing directories, annual reports, newspapers, and monographic series.

Use the Connexion fixed field form for books if the resource is a monograph/book.

Use the fixed field form for continuing resources for e-journals, updating databases, and updating websites.

Use the fixed field form for computer files if the resource is a finite integrating resource. Finite integrating resources are very rare, but if you run into one, cataloging it as a computer file is your only option. You can't catalog it as a continuing resource, because it has a predetermined conclusion. You can't catalog it as a book, because Connexion does not allow you to choose integrating resource for the bibliographic level in the fixed field form for books.

In some cases the resource could be cataloged as something other than a book, continuing resource, or computer file. For example if you are cataloging a website that is primarily maps, catalog it using the maps fixed field form. If the resource is primarily scores, sound recordings, or visual materials, use those fixed field forms instead. These instructions do not address the specifics of cataloging scores, sound recordings, maps or visual materials

Fixed fields to pay special attention to for continuing resources:

Type Type of Record

Almost always a: Language material. Non-manuscript language material and textual electronic resources.
If cataloging the resource as a computer file it will be m: for computer file.

BLvl Bibliographic level

i: Integrating resource

m: Monograph/Item

s: Serial

S/L Entry Convention

0 Successive entry: The record follows the successive entry convention in which a new record is created each time a title changes or a corporate body used as a main entry or uniform title qualifier changes. The earlier or later title or author/title is recorded in a linking field ( field 780 or 785) on each record.

2 Integrated entry: A record is cataloged under its latest (most recent) title and/or responsible person or corporate body. Create a new record only for a major change in edition, a new work or a title merger or split. Use for integrating resources and electronic serials that do not retain their earlier titles.

Form Form of Item

This will be o for online or q for electronic on some type of media like a CD.

SrTp Type of Continuing Resource

blank character None of the following. The type of continuing resource is not specified by one of the other codes. Annual reports, yearbooks, and updating electronic resources are in this category.

d Updating database. A collection of logically interrelated data stored together in one or more computerized files, usually created and managed by a database management system.

m Monographic series. A group of analyzable items (i.e., each piece has a distinctive title) that are related to one another by a collective title. The individual items may or may not be numbered. Use for any title that is a series, regardless of its treatment.

n Newspaper. A serial publication that is mainly designed to be a primary source of written information on current events connected with public affairs, either local, national and/or international in scope. It contains a broad range of news on all subjects and activities and is not limited to any specific subject matter.

p Periodical. A serial publication that contains separate articles, stories, other writings, etc., and is published or distributed generally more frequently than annual.

w Updating Web site. A Web site that is updated, but does not fit into one of the other codes, such as database, newspaper or periodical.